Body of Persons Approval criteria and conditions

In order for an organisation to successfully apply for a BOPA, the following minimum criteria/conditions must be met:

1. All rehearsals and performances must take place within Oxfordshire. If any rehearsals or performances are due to take place in other counties, you must get approval from the other relevant local authorities.
2. An event with a minimum of 10 performing children.
3. Written permission for any school absence involved, from each child’s school must be obtained.
   • Where children attend academies, independent or free schools, absences can be authorised under a Body of Persons approval prior to the performance.
   • Where children attend Local Authority maintained (state or special) schools, absences cannot be authorised under a Body of Persons approval unless they are attending the performance as a school group with their school teacher/s.
4. Any child/ren, or persons acting on their behalf, must not receive any payment for their part in the production other than reasonable expenses, where applicable.
5. No payment/s will be made to any person involved in the performance.
6. The organisation must have a child safeguarding policy and provide a copy with their application and ensure there is a named, designated safeguarding lead (trained within the last 2 years).
7. An appropriate number of chaperones must be present at all times during rehearsals and performances to ensure the safety and well-being of any children involved, having specific regard to their gender and age, ensuring that each child is supervised at all times.
   • Please note that OCC adheres the model of best practice in that we require a minimum Licensed Chaperone to children ratio of 1:12.
8. A signed statement of fitness from the parent of each child must be obtained.
9. Suitable arrangements for first aid must be in place – a designated, qualified first aid person or medic must be on site at all times
10. A detailed, written risk assessment for the performance venue must be provided with the application.
11. Agreement for any authorised officer of the LA having unrestricted access during any dress or technical rehearsal or performances in order to undertake a production inspection

If any of these criteria are not met, a BOPA may be refused. 

Child Performance Regulations (as outlined in the Children and Young Persons Act 1963 and The Children (Performances and Activities) (England) Regulations 2014 ) must still be adhered to for all rehearsals and performances where children are involved. An appropriate number of licensed chaperones must be present at all times (1:12). 

In Oxfordshire, BOPA’s are issued per performance. 

Any applications for a BOPA must be submitted at least 21 days before the first performance is due to take place. Applications received with less than 21 days may be refused. 

The group must keep a copy of the BOPA certificate and approval and have these available to be viewed by an officer of OCC or the Police, should the need arise. The following information must also be recorded and kept:

1. Details of the times worked by the children, including:
   
   1. The date and time of all rehearsals and performances
   2. The times that children arrive and leave the venue.
   3. The time children are actively involved (e.g. on stage)
   4. Details of any breaks taken, where appropriate
2. Details of any illnesses or injuries incurred by the child while present at a rehearsal or performance.
3. The dates of any medical examinations requested by the local authority.
4. The details of all licensed chaperones responsible for the children during the process (a copy of their licences should be available for inspection by an officer of OCC, if necessary).

This information should be kept securely for a period of six months following the end of a production and then be disposed of securely.